Work Instruction
Functional Area: Personnel Administration / Process Organizational Reassignment
Purpose
Use this procedure to move an employee from one position to another position.
Trigger
Perform this procedure when an Organizational Reassignment form is submitted to change or capture the employee’s movement.
Prerequisites
Organizational Form filled out, which is provided from the Compensation department.
Menu Path
Use the following menu path to begin this transaction:
  • Select Human Resources Personnel Management Administration HR Master Data Personnel Actions to go to the Personnel Actions screen.
Transaction Code
PA40
Business Process Information
This transaction will allow an employee to transfer, promote, reclassify, or demote. In moving an Employee, the salary of the employee may be affected, possibly increased or decreased. Also, the probation period that an employee may need to serve may be affected. The length of probation may vary depending on the type of employee and the type of position. Compensation will coordinate with the Department to collect the information needed to document the organizational reassignment. Compensation will validate all data, position and employee, complete the organizational reassignment form and submit to HRSC for processing.
Helpful Hints
  • The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
  • On certain screens you may have to scroll to view some data entry fields.
  • There are various system warning messages that may appear depending on the employee being processed. Review the messages and click to acknowledge and bypass the messages.
Each time a record is saved by clicking , you will receive a message on the bottom of the screen, “Record valid from XX/XX/XXXX to XX/XX/XXXX will be delimited at end.” Click to continue and save the record. This is a warning message which gives information to the user.
Work Instruction
Functional Area: Personnel Administration / Process Organizational Reassignment
Procedure
1. / Start the transaction using the menu path or transaction code.
Personnel Actions

2. / As required, complete/review the following fields:
Field / R/O/C / Description
Person ID / Required / Unique Employee Identification number
Example:
10000243
3. / Click .
Personnel Actions (2)

4. / Perform one of the following:
If The / Then
Pers.Assgn field is white (open for input) / 1. Click the drop-down icon to view the employee’s personnel assignments.
2. Select the personnel assignment to be processed.
Pers.Assgn field is grayed out (display only) / --
/ You can click the Personnel Assignment Overviewicon to display all of the personnel assignments associated with this employee.
5. / As required, complete/review the following fields:
Field / R/O/C / Description
Start / Required / Date and/or time when operation commences
Example:
05/01/2006
6. / Click to the left of Organizational Reassignment.
7. / Click .
Copy Actions (0000)

8. / As required, complete/review the following fields:
Field / R/O/C / Description
Start / Required / Date and/or time when operation commences
Example:
05/01/2006
This information will automatically default if entered on the Personnel Actions (2) screen.
Reason for Action / Required / Whenever a personnel action is run, it must be described by a reason
Example:
01 Transfer
Position / Required / Associated with a specific set of responsibilities within an organizational unit and normally occupied by a person (e.g. Director of Human Resources, Associate Professor)
Example:
00000026
This information will be provided on the Organizational Reassignment form.
9. / Click .
Information

10. / Click .
Copy Actions (0000) (2)

11. / Click .
/ The system displays the message, “Record valid from XX/XX/XXXX to XX/XX/XXXX delimited at end.”
Copy Actions (0000) (3)

12. / Click .
/ The system displays the message, “Save your entries.”
Copy Actions (0000) (4)

13. / Click .
/ The system displays the message, “Record valid from XX/XX/XXXX to XX/XX/XXXX delimited at end.”
Copy Organizational Assignment

14. / As required, complete/review the following fields:
Field / R/O/C / Description
Contract / Required / FTE percentage for benefits eligibility
Example:
0 – 19 % FTE
Based on the correct range on the form.
Job Type / Required / Identifies the job type
Example:
R - Regular
Based on the information provided on the form.
/ The system displays the message, "Record created."
15. / Click .
Copy Organizational Assignment (0001) (2)

16. / Click .
/ The system displays the message, “Record valid from XX/XX/XXXX to XX/XX/XXXX delimited at end.”
Copy Organizational Assignment (0001) (3)

17. / Click .
/ The system displays the message, “Save your entries.”
Create Vacancy

18. / Click .
Delimit Vacancy

19. / Click .
Copy Planned Working Time (0007)

20. / Review the displayed information.
/ The system displays the message, “New default for work schedule rule: XXXX.”
21. / Click .
Copy Planned Working Time (0007) (2)

22. / Click .
/ The system displays the message, “Record valid from XX/XX/XXXX to XX/XX/XXXX delimited at end.”
Copy Planned Working Time (0007) (3)

23. / Click .
/ The system displays the message, “Save your entries.”
Copy Basic Pay (0008)

24. / As required, complete/review the following fields:
Field / R/O/C / Description
PS group / Required / Group based on the employee's job
Example:
Level / Conditional / Hierarchical level of element in the WBS
Example:
This information will automatically default based upon the PS group.
Annual salary / Required / Employee's annual salary
Example:
22,500.00
25. / Click .
Copy Basic Pay (0008) (2)

26. / Click .
/ The system displays the message, “Record valid from XX/XX/XXXX to XX/XX/XXXX delimited at end.”
Copy Basic Pay (0008) (3)

27. / Click .
/ The system displays the message, “Save your entries.”
Copy Monitoring of Tasks (0019)

28. / As required, complete/review the following fields:
Field / R/O/C / Description
Date of Task / Required / Date on which the task occurs for a specific task type
Example:
08/01/2006
/ The system displays the message, “Record created.”
29. / Click .
Copy Monitoring of Tasks (0019) (2)

30. / Click .
/ The system displays the message, “Save your entries.”
/ The Reminder Date field automatically populated.
Copy Monitoring of Tasks (0019) (3)

31. / As required, complete/review the following fields:
Field / R/O/C / Description
Date of Task / Optional / Date on which the task occurs for a specific task type
Example:
11/01/2006
/ The system displays the message, “Record created.”
32. / Click .
Copy Monitoring of Tasks (0019) (5)

33. / Click .
/ The system displays the message, “Save your entries.”
/ The Reminder Date field automatically populated.
Copy Tenure Infotype (9002)

34. / Perform one of the following:
If / Then / Go To
Tenure applies / -- / Step 35
Tenure does not apply / Click . / Step 35
/ The system displays the message, “Record created.”
35. / As required, complete/review the following fields:
Field / R/O/C / Description
Tenure Eligibility Status / Required / Indicates that an employee is eligible for tenure
Example:
Tenure Effective Date / Required / Effective date of an employee's tenure status
Example:
36. / Click .
Copy Tenure Infotype (9002) (2)

37. / Click .
/ The system displays the message, “Record valid from XX/XX/XXXX to XX/XX/XXXX delimited at end.”
Copy Tenure Infotype (9002) (3)

38. / Click .
/ The system displays the message, “Save your entries.”
Copy Internal Data (0032)

39. / As required, complete/review the following fields:
Field / R/O/C / Description
Mail Location / Required / Number indicating where an employee receives mail
Example:
0080
Check Location / Required / Number indicating where an employee receives their paycheck
Example:
0080
/ The system displays the message, “Record created.”
/ Mail Location and Check Location should be provided on the form.
40. / Click .
Copy Internal Data (0032) (2)

41. / Click .
/ The system displays the message, “Record valid from XX/XX/XXXX to XX/XX/XXXX delimited at end.”
Copy Internal Data (0032) (3)

42. / Click .
/ The system displays the message, “Save your entries.”
Create General Benefits Information (0171)

43. / Click .
/ The system displays the message, “Record created.”
Create General Benefits Information (0171) (2)

44. / Click .
/ The system displays the message, “Record valid from XX/XX/XXXX to XX/XX/XXXX delimited end.”
Create General Benefits Information (0171) (3)

45. / Click .
/ The system displays the message, “Save your entries.”
Possible subsequent activities

46. / Click .
Personnel Actions (3)

47. / Click until you return to the SAP Easy Access screen.
/ The system displays the message, “Record created.”
/ Refer to Work Instruction PA61 Adjust Time Quota for Positional Change to complete the processing of the Quota.
/ Refer to Work Instruction HRBEN0001 Enroll Employee in Benefits Plans to complete the processing of the Benefits, if applicable.
48. / You have completed this transaction.
8/13/2017
Ver: / 05_PA_PA40_Pro Org Reassgn_PA2_0.udc
© University of Cincinnati / 1/33
Work Instruction
Functional Area: Personnel Administration / Process Organizational Reassignment
Result
You have successfully reassigned the employee.
Comments
None
8/13/2017
Ver: / 05_PA_PA40_Pro Org Reassgn_PA2_0.udc
© University of Cincinnati / 1/33